Reports to: HR Director
Department: Human Resources
MSF MISSION
MSF is an international, independent medical humanitarian organization. We provide medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. We are a non-profit, self-governed, member-based organization.
MSF was founded in 1971 in Paris by a group of journalists and doctors. Today, we are a worldwide movement of more than 67,000 people.
CONTEXT
MSF Greece was founded in 1990 and is a partner of MSF Spain within the OCBA (Operational Centre Barcelona – Athens) network. MSF Greece supports MSF’s global field operations as well as activities in Greece and Balkans region. The office consists of four big departments 1. Fundraising and Communications, 2. Human Resources, 3. Finances and Resources and 4. Support to the Medical Operations Department, the MSF GR association and a number of independent projects supporting the organization’s social mission.
At Médecins sans Frontières (MSF), we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. Our diversity fuels our innovation and connects us closer to our beneficiaries and the communities in which we work. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, ethnicities, religions, beliefs, and ability status and all other diversity characteristics
POSITION OBJECTIVE
The Office Executive Assistant/ Receptionist is responsible for the reception and call centers and has a key role in supporting daily administrative and internal communication duties in MSF Greece. He/She supports the Management Team (MT) and the General Director of MSF GR in various office tasks.
The issue of confidentiality and careful treatment of personal data is of outmost importance for all members of the HR Unit.
MAIN RESPONSIBILITIES OF THE POSITION
Reception Office and Call Center
Manages the Reception Office and the call center
Receives, sorts and distributes daily office correspondence (hard copy mailing) and arranges outgoing
Directs incoming calls
Provides appropriate orientation to callers such as donors, volunteers, job applicants
Is Responsible of keeping the updated Contact List of the OCs in Athens and the Internal Phone List.
Welcoming people in MSF GR, orienting guests
Provides basic and accurate information in-person and via phone/email
Provides appropriate orientation to callers and visitors such as donors, volunteers, job applicants and suppliers
Archive, Supplies & Internal Communication
Is Responsible for the electronic and hard copy Protocol file of MSF GR.
Orders office supplies and keeps inventory of stock.
Supports Internal Communication Initiatives
Travel arrangements
Manages the travel arrangements for MSF staff Greece – HQ staff (tickets, accommodation) of all MSF GR staff (field visits, meeting etc.)
General Director and Management Team Support
Provides administrative support to the GD & Management Team
Provides administrative support to the specific files of the departments
Arranges the necessary stationery and catering in case of events, meetings, trainings etc.
Keeps minutes for key standard and ad hoc meetings, organizes meeting materials as needed.
CANDIDATE PROFILE
We are looking for a dedicated candidate that makes the most of supporting others to be able to be successful. His/her first nature is to be extremely structured, organized and flexible. He/she should be service-focused and quality driven, to know what needs to be done and set priorities. He/she should feel comfortable with switching continuously between operational tasks as well as administrative tasks.
SELECTION CRITERIA
Degree in Business Administration or Relative Field
Fluency in Greek and English both oral and written. French will be a plus.
Minimum of three years of experience in a similar position.
Prior experience with MSF or other NGOs a plus.
Good command of IT tools (excel, word, power point).
COMPETENCIES
Cross-cultural Awareness & Flexibility
Emotional Self-Control
Quality & Results Orientation
Planning & Organization skills
Communication skills
Internal User and/or End Beneficiary Orientation
Teamwork
Multitasking and time-management skills
POST CONDITIONS
Position based in Athens.
One year contract with possibility of extension
Full time position
Compensation according to MSF Salary Grid plus secondary benefits
TO APPLY
Please send your CV and a motivation letter in English quoting reference code “Office Executive Assistant/Receptionist” in the subject line of the email at: [email protected].
Closing date: 29.01.2021
All applications will be treated in strictest confidentiality
Only shortlisted candidates will be contacted
